Inaugural Meeting Agenda and background
Vancouver Island Gravel Road Riders Society
(Working title)
Inaugural Meeting Agenda.
Date: Saturday 17 October 2026. 3:30pm to 6:00pm. Meeting begins at 4:00pm
Venue: Upstairs meeting room, Quality Foods supermarket, Alberni Highway, PARKSVILLE https://maps.apple/p/DK52mIRvo-MMvB
Room opens at 3:30pm.
Meeting commences at 4:00pm
Meeting closes BEFORE 6:00pm
Meeting: Google Meet url is
Meeting goals:
To discuss establishing a dualsport and adventure motorcycling society (under the terms of the BC Societies Act) for Vancouver Island.
To agree to the establishment of same.
To appoint an initial Board of Incorporation Directors to found the Society and request they effect the foundation of the Society as a member-funded society.
To set initial membership fees and a commencement date.
Meeting called by:
Jonathan Binnington
Brad McRae
Reid Graham
Declaration of Interests.
List of attendees.
Name. Address. Telephone number. Email address.
MEETING PROPOSAL: Attendees wishing to speak and vote at this meeting must volunteer their identity information on the attendee list.
Introduction and outline of this initiative. J Binnington.
Why might this group be needed on Vancouver Island?
What are the possible options?
Social Media “pages”
Alignment with existing groups? On VI and BC Provincial.
Establishment of a new Society - Not For Profit versus Member-Funded.
How much will this cost?
Here to Incorporation.
Incorporation to end of year 1. Website costs. Banking. Office costs.
Likely membership costs.
Membership benefits and programme of activities.
Process for establishment of a member funded society.
Name request.
Statement of Purpose.
Statement of Constitution.
Statement of Bylaws.
Appointment of Directors, here to successful Incorporation and beyond. (Vote)
1st vote, to accept Board Director appointments from this meeting to close 31 December 2027.
2nd vote, to appoint Board Directors through to 31/12/27. Chair, Vice Chair, Treasurer, Secretary.
3rd vote for first annual general meeting October 2027 to elect second trance of Board Directors.
Do we need a liability waiver? For Directors? For members?? Directors liability insurance???
Documents:
Proposed Bylaws
Proposed Purpose
Proposed Aims and Objectives.
Timescale.
Can this be processed for a 1 January 2027 start?
Approval to commence this process by the attendees.
Request for donations to fund the start-up costs.
Date and time of next meeting.
XxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxX
Supporting documents and information.
Incorporation Process. https://www.google.com/search?q=register+a+member+funded+society+in+bc&ie=UTF-8&oe=UTF-8&hl=en-ca&client=safari
Cost $130.
1. Request and Reserve a name.
Submit a Name Request: Go to the BC Registries Name Request system and pay the $30 fee (or $100for priority service). [1, 2]
Wait for Approval: Processing takes 7 to 14 days standard, or 1 to 2 business days for priority. [1]
Note the Expiration: You must complete your incorporation within 56 days of the name approval. [1]
2. Prepare Governing Documents
Draft the Constitution: Include the society's name and purpose. For a member-funded society, you must explicitly indicate that it is member-funded and include the mandatory statement: "This society is a member-funded society. It is funded primarily by its members to carry on activities for the benefit of its members. On its liquidation or dissolution, this society may distribute its money and other property to its members." [1, 2, 3]
Draft Bylaws: Establish internal procedural rules for running the society. [1]
Confirm Directors: Member-funded societies require a minimum of one director (unlike ordinary societies which require three), and there is no BC residency requirement. [1]
3. Apply for Incorporation Online
Submit Details: Pay the $100 incorporation fee and provide:
Society Name (proposed): ?Vancouver Island Dualsport Adventure Riders? Any better suggestions???
Society’s purpose (proposed): Advocate for, facilitate, represent and promote Dualsport and Adventure motorcycle activities on Vancouver Island in an inclusive, apolitical and religion-free manner, free from discrimination.
Society’s Constitution (proposed): This society (Vancouver Island Dualsport Adventure Riders - VIDAR) is a member-funded society. It is funded primarily by its members to carry on activities for the benefit of its members. On its liquidation or dissolution, this society may distribute its money and other property to its members.
It will Advocate for, facilitate, represent and promote Dualsport and Adventure motorcycle activities on Vancouver Island.
Society’s Bylaws (proposed): [this is the Societies Act model bylaws]
Model Bylaws
Bylaws of [Vancouver Island Dualsport and Adventure Riders] (the "Society")
Part 1 — Definitions and Interpretation
Definitions
1.1
In these Bylaws:
"Act" means the Societies Act of British Columbia as amended from time to time;
"Board" means the directors of the Society;
"Bylaws" means these Bylaws as altered from time to time.
Definitions in Act apply
1.2
The definitions in the Act apply to these Bylaws.
Conflict with Act or regulations
1.3
If there is a conflict between these Bylaws and the Act or the regulations under the Act, the Act or the regulations, as the case may be, prevail.
Part 2 — Members
Application for membership
2.1
A person may apply to the Board for membership in the Society, and the person becomes a member on the Board's acceptance of the application.
Duties of members
2.2
Every member must uphold the constitution of the Society and must comply with these Bylaws.
Amount of membership dues
2.3
The amount of the annual membership dues, if any, must be determined by the Board.
Member not in good standing
2.4
A member is not in good standing if the member fails to pay the member's annual membership dues, if any, and the member is not in good standing for so long as those dues remain unpaid.
Member not in good standing may not vote
2.5
A voting member who is not in good standing
(a)
may not vote at a general meeting, and
(b)
is deemed not to be a voting member for the purpose of consenting to a resolution of the voting members.
Termination of membership if member not in good standing
2.6
A person's membership in the Society is terminated if the person is not in good standing for 6 consecutive months.
Part 3 — General Meetings of Members
Time and place of general meeting
3.1
A general meeting must be held at the time and, if applicable, place the Board determines.
Ordinary business at general meeting
3.2
At a general meeting, the following business is ordinary business:
(a)
adoption of rules of order;
(b)
consideration of any financial statements of the Society presented to the meeting;
(c)
consideration of the reports, if any, of the directors or auditor;
(d)
election or appointment of directors;
(e)
appointment of an auditor, if any;
(f)
business arising out of a report of the directors not requiring the passing of a special resolution.
Notice of special business
3.3
A notice of a general meeting must state the nature of any business, other than ordinary business, to be transacted at the meeting in sufficient detail to permit a member receiving the notice to form a reasoned judgment concerning that business.
Chair of general meeting
3.4
The following individual is entitled to preside as the chair of a general meeting:
(a)
the individual, if any, appointed by the Board to preside as the chair;
(b)
if the Board has not appointed an individual to preside as the chair or the individual appointed by the Board is unable to preside as the chair,
(i)
the president,
(ii)
the vice-president, if the president is unable to preside as the chair, or
(iii)
one of the other directors in attendance at the meeting, if both the president and vice-president are unable to preside as the chair.
Alternate chair of general meeting
3.5
If there is no individual entitled under these Bylaws who is able to preside as the chair of a general meeting within 15 minutes from the time set for holding the meeting, the voting members who are in attendance must elect an individual in attendance at the meeting to preside as the chair.
Quorum required
3.6
Business, other than the election of the chair of the meeting and the adjournment or termination of the meeting, must not be transacted at a general meeting unless a quorum of voting members is in attendance.
Quorum for general meetings
3.7
The quorum for the transaction of business at a general meeting is 3 voting members or 10% of the voting members, whichever is greater.
Lack of quorum at commencement of meeting
3.8
If, within 30 minutes from the time set for holding a general meeting, a quorum of voting members is not in attendance,
(a)
in the case of a meeting convened on the requisition of members, the meeting is terminated, and
(b)
in any other case, the meeting stands adjourned to the same day in the next week, at the same time and and, if applicable, place, and if, at the continuation of the adjourned meeting, a quorum is not in attendance within 30 minutes from the time set for holding the continuation of the adjourned meeting, the voting members who are in attendance constitute a quorum for that meeting.
If quorum ceases to be in attendance
3.9
If, at any time during a general meeting, there ceases to be a quorum of voting members in attendance, business then in progress must be suspended until there is a quorum in attendance or until the meeting is adjourned or terminated.
Adjournments by chair
3.10
The chair of a general meeting may, or, if so directed by the voting members at the meeting, must, adjourn the meeting from time to time and, if applicable, from place to place, but no business may be transacted at the continuation of the adjourned meeting other than business left unfinished at the adjourned meeting.
Notice of continuation of adjourned general meeting
3.11
It is not necessary to give notice of a continuation of an adjourned general meeting or of the business to be transacted at a continuation of an adjourned general meeting except that, when a general meeting is adjourned for 30 days or more, notice of the continuation of the adjourned meeting must be given.
Order of business at general meeting
3.12
The order of business at a general meeting is as follows:
(a)
elect an individual to chair the meeting, if necessary;
(b)
determine that there is a quorum;
(c)
approve the agenda;
(d)
approve the minutes from the last general meeting;
(e)
deal with unfinished business from the last general meeting;
(f)
if the meeting is an annual general meeting,
(i)
receive the directors' report on the financial statements of the Society for the previous financial year, and the auditor's report, if any, on those statements,
(ii)
receive any other reports of directors' activities and decisions since the previous annual general meeting,
(iii)
elect or appoint directors, and
(iv)
appoint an auditor, if any;
(g)
deal with new business, including any matters about which notice has been given to the members in the notice of meeting;
(h)
terminate the meeting.
Methods of voting
3.13
At a general meeting, voting must be by a show of hands, an oral vote or another method that adequately discloses the intention of the voting members, except that if, before or after such a vote, 2 or more voting members request a secret ballot or a secret ballot is directed by the chair of the meeting, voting must be by a secret ballot.
Announcement of result
3.14
The chair of a general meeting must announce the outcome of each vote and that outcome must be recorded in the minutes of the meeting.
Proxy voting not permitted
3.15
Voting by proxy is not permitted.
Matters decided at general meeting by ordinary resolution
3.16
A matter to be decided at a general meeting must be decided by ordinary resolution unless the matter is required by the Act or these Bylaws to be decided by special resolution or by another resolution having a higher voting threshold than the threshold for an ordinary resolution.
Part 4 — Directors
Number of directors on Board
4.1
The Society must have no fewer than 1 and no more than 11 directors. (As per Member-funded society rules).
Election or appointment of directors
4.2
At each annual general meeting, the voting members entitled to vote for the election or appointment of directors must elect or appoint the Board.
Directors may fill casual vacancy on Board
4.3
The Board may, at any time, appoint a member as a director to fill a vacancy that arises on the Board as a result of the resignation, death or incapacity of a director during the director's term of office.
Term of appointment of director filling casual vacancy
4.4
A director appointed by the Board to fill a vacancy ceases to be a director at the end of the unexpired portion of the term of office of the individual whose departure from office created the vacancy.
Part 5 — Directors' Meetings
Calling directors' meeting
5.1
A directors' meeting may be called by the president or by any 2 other directors.
Notice of directors' meeting
5.2
At least 2 days' notice of a directors' meeting must be given unless all the directors agree to a shorter notice period.
Proceedings valid despite omission to give notice
5.3
The accidental omission to give notice of a directors' meeting to a director, or the non-receipt of a notice by a director, does not invalidate proceedings at the meeting.
Conduct of directors' meetings
5.4
The directors may regulate their meetings and proceedings as they think fit.
Quorum of directors
5.5
The quorum for the transaction of business at a directors' meeting is a majority of the directors.
Part 6 — Board Positions
Election or appointment to Board positions
6.1
Directors must be elected or appointed to the following Board positions, and a director, other than the president, may hold more than one position:
(a)
president;
(b)
vice-president;
(c)
secretary;
(d)
treasurer.
Directors at large
6.2
Directors who are elected or appointed to positions on the Board in addition to the positions described in these Bylaws are elected or appointed as directors at large.
Role of president
6.3
The president is the chair of the Board and is responsible for supervising the other directors in the execution of their duties.
Role of vice-president
6.4
The vice-president is the vice-chair of the Board and is responsible for carrying out the duties of the president if the president is unable to act.
Role of secretary
6.5
The secretary is responsible for doing, or making the necessary arrangements for, the following:
(a)
issuing notices of general meetings and directors' meetings;
(b)
taking minutes of general meetings and directors' meetings;
(c)
keeping the records of the Society in accordance with the Act;
(d)
conducting the correspondence of the Board;
(e)
filing the annual report of the Society and making any other filings with the registrar under the Act.
Absence of secretary from meeting
6.6
In the absence of the secretary from a meeting, the Board must appoint another individual to act as secretary at the meeting.
Role of treasurer
6.7
The treasurer is responsible for doing, or making the necessary arrangements for, the following:
(a)
receiving and banking monies collected from the members or other sources;
(b)
keeping accounting records in respect of the Society's financial transactions;
(c)
preparing the Society's financial statements;
(d)
making the Society's filings respecting taxes.
Part 7 — Remuneration of Directors and Signing Authority
Remuneration of directors
7.1
These Bylaws do not permit the Society to pay to a director remuneration for being a director, but the Society may, subject to the Act, pay remuneration to a director for services provided by the director to the Society in another capacity.
Signing authority
7.2
A contract or other record to be signed by the Society must be signed on behalf of the Society
(a)
by the president, together with one other director,
(b)
if the president is unable to provide a signature, by the vice-president together with one other director,
(c)
if the president and vice-president are both unable to provide signatures, by any 2 other directors, or
(d)
in any case, by one or more individuals authorized by the Board to sign the record on behalf of the Society.
Society - aims and objectives.
In this context, Aims are broad, general ambitions that indicate a general direction of travel but do not offer measurable milestones (aspirations). Objectives are specific, measurable, short-term steps that give measurable outcomes and move the society towards its stated aims.
The Society’s aims would be to advocate for, facilitate, represent and promote Dualsport and Adventure motorcycle activities on Vancouver Island.
The Society’s objectives could be:
Short term
Develop a Competence and Confidence escalator programme for riders. To include:
Navigation
Communication in the backcountry
Crisis management and resolution.
Establish a programme of activities. This could include: Monthly evening meeting - rotating venues ?at a restaurant?
Twice monthly Sunday expeditions spring/summer/autumn - once a month in winter
Gravel road, steep terrain and logging industry vehicles. Riding techniques and conventions.
Name the group - part of the preliminary set-up process
Establish a Social Media presence with administrators and a website and webmaster
Ask and answer the following questions
Is a participation and membership liability waiver needed?
Financing and membership fees? Different levels for individual, family, commercial and videographer?
Banking arrangements?
Directors liability insurance?
Medium Term
Motorcycle maintenance and repair teach-ins:
Tyre changing and puncture repair
Electrics - generator and regulator-rectifier issues
Suspension issues - springs, damper valves, fork seals, wheel and suspension bearings
Chains and sprockets
Fuel, oil, carburation, filters.
Develop Standard Operating Procedures:
Group riding in backcountry terrain
Route planning, reporting, safe operating
Videography and photography conventions
Emergency preparedness and actions. Injured persons, disabled bikes, lost riders
Technical navigation with mapping apps
Appropriate First Aid knowledge, training and exercises
Establish a programme of conducting the business of the society - Board and general meetings.
Long-term
Behind the gates Mosaic access
Events and competitions - rallies, trials, bikepacking
Keep backcountry roads open and advocate for continuing access to “the backcountry”.
?Sanction body for DS/Adv motorsport?
“Curate” Vancouver Island backcountry routes, legitimate and shadow routes…
Solicit involvement of motorcycle retail companies based on VI
Seek affiliation with Provincial and National representative bodies.
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